The Critical Role of Information Management in Ensuring Compliance

By Jo?o Pedro Duarte Cotovio Baptista Martins , Sales Manager Iberia, UKI and Nordics at VILT .

Data proliferation is ubiquitous, and the significance of robust information management systems cannot be overstated.

As organizations deal with the complexities of regulatory compliance, the challenges of managing vast quantities of data become increasingly apparent.

This article explores the essential role of proper information management in maintaining compliance.

Imagine this situation...

A multinational corporation, with its headquarters in London and operations across Europe, is navigating the complexities of the General Data Protection Regulation (GDPR) within its HR department. The corporation relies heavily on a mix of legacy systems and cloud-based HR software to manage employee data, from recruitment through to retirement.

1. A Legal Challenge Arises: The situation comes to a head when the corporation is faced with a legal request to produce specific employee documents for a court case. The HR team scrambles to collect and put on hold the relevant information, but the lack of an effective information governance system severely hampers their efforts, risking non-compliance with GDPR and potentially leading to hefty fines.
2. Discovering the Data Maze: The HR team finds itself at a crossroads when an internal audit reveals that employee data is scattered across different systems, some of which are outside the EU. Without a centralized information management system, tracking down all personal data for GDPR compliance becomes a Herculean task.
3. Uncontrolled Information Creation: Amidst the shift to remote work, the corporation's employees begin using various O365 communication tools and file-sharing services to collaborate. This leads to a significant amount of sensitive information being stored outside the corporate firewall, without the knowledge or control of the Information Governance team.
4. The Shadow IT Conundrum: The Information Governance team is alarmed to discover that a local department has started using unsanctioned cloud services to store HR documents, from performance reviews to health records, completely bypassing the company’s security protocols. This "Shadow IT" creates a gaping hole in the organization’s compliance efforts with GDPR.

In this scenario, the importance of a robust Enterprise Content Management (ECM) solution like OpenText xECM becomes crystal clear.

Locating Information Across the Organization

One of the foremost challenges this organization faces is understanding precisely where all its information resides. In the absence of a comprehensive information management system, data can become dispersed across various storage mediums and locations, making it nearly impossible to manage effectively.

ECM solutions address this challenge by providing a centralized platform where all organizational information can be securely stored, accessed, and managed.

This not only simplifies the process of locating information but also ensures that data is readily available when needed, thereby enhancing decision-making and operational efficiency.

Information Creation Beyond Governance

The volume of information being generated outside the purview of information governance protocols can be staggering. From emails and documents to social media posts and collaborative project files, data is being produced at an unprecedented rate.

Without proper oversight, this information can pose significant risks, including non-compliance with regulatory standards. ECM solutions could have helped this organization bring these disparate sources of information under a single governance framework, ensuring that all data, regardless of its origin, is managed according to established policies and procedures.

Content Creation Outside the Corporate Firewall

With the rise of remote work and the use of cloud-based services, a substantial amount of corporate content is being created and stored outside the traditional corporate firewall.

This shift presents a challenge for Information Governance teams who, in this case, should extend their control and oversight to data residing in the cloud.

OpenText xECM, for example, facilitates this by integrating seamlessly with cloud platforms and remote work tools, enabling governance teams to manage and secure data effectively, regardless of where it is created or stored.

Legal Holds and Information Collection

In situations, like the one lived by this organization, where legal obligations necessitate the collection and preservation of specific information, the absence of an effective information governance system can lead to significant compliance risks.

ECM solutions can streamline the process of identifying, collecting, and placing legal holds on relevant information, ensuring that organizations can respond promptly and accurately to legal requests. By automating these processes, it minimizes the risk of non-compliance and reduces the manual effort required to manage legal holds.

Conclusion

As organizations continue to grapple with the challenges of data management in a digitally driven world, the importance of robust information management systems like OpenText xECM becomes increasingly clear.

By centralizing information storage, extending governance to data created outside the corporate firewall, and facilitating compliance with legal obligations, OpenText xECM stands as a vital tool in the arsenal of organizations aiming to navigate the complexities of modern data management.

Embracing such solutions is not just a step toward operational efficiency; it's a leap toward ensuring compliance in an ever-evolving regulatory landscape.

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